Have you ever received a greeting card from someone unexpectedly and it lifted your spirits or made you feel extra special?   Well, then you know exactly what I’m talking about. If you have not done this you should try it.  Of course handmade cards are a thoughtful way of saying not only thank you, get well, or happy birthday you can also send a card to just say “Hello” or “I’m thinking of you”.  You never know how opening the mailbox and pulling out a card can brighten someone’s day.   When you send a card that you have put more thought into it means so much more to the receiver.   It makes not only the person you’re sending the card to feel good, but it actually makes you feel good too.

I love making and sharing handmade cards with my friends and family mostly for the fact that you can show not only your personality as the maker of the card but the personality of the receiver.   The card can be personalized with your own color of paper, ink and die cuts to fit the occasion or event.  I started making cards for personal use and saw the joy that people expressed to me and others when they received these cards.  I made a wedding card for a friend with the Bride and Groom on the card matching the actual Bride and Groom’s hair color and the colors that they had used in their wedding.  The bride told me that she loved the card so much that she kept only this card and a few others for her scrapbook.  You can even share the theme of a birthday party on the card in admiration of the guest of honor.  Of course you can purchase a card at the store with the same idea in mind but it just is not the same as having that personalized card that can be treasured for years.

My Friends and Family know that each card is hand stamped and assembled by me.  Each card is unique and any irregularity in the stamping or paper piercing is a testament to the card being handmade and should not be considered a flaw.  I carefully choose each embellishment to show the receiver how special they are and I hope that they enjoy the card as much as I enjoy making the card for them.  I hope it brightens their day even if it is a little bit… that is GREAT!!!

I spoke with a close friend of mine yesterday and as he named off all of the stresses in his life I realized quickly that he is my ideal client.  The picture he painted was a day full of moving targets on his calendar, his need to complete work orders, which are followed up by invoicing and collections where necessary, not to mention numerous other details that are necessary throughout his day just to keep the support side of his business going.  His small business has a staff of three and has a tight budget from which they all work.  Personally he has a community involvement that keeps him busy every weekend with events to attend and host, as well as the duties of being a husband and father.

His immediate response was, “I know, but I can’t afford you.”  This is a common misunderstanding about the value of outsourcing.  As we continued our discussion I asked him to look at his day in a different perspective.  I asked him to imagine a day where he is not constantly chasing his calendar, daily tasks, and next steps.  I asked him to envision just the opposite and realize how much less stressful his life would be.  I asked him how much time would be freed up for him if just those three tasks were modified to allow him to concentrate on supporting his clients while all those other important details were being tackled by an expert Business Support Specialist.  His calendar, both professional and personal would be modified to automatically populate with only those events and tasks that are necessary for his involvement.  At the touch of a button on his smart phone or by email message to his Business Support Specialist, the remaining details of closing the work orders and subsequent billings and follow up correspondence would be handled just as if he were doing it himself.

Then I asked him once more to think about how much time he truly spends chasing his calendar and then finding the time, back in the office, to complete the work order paperwork and billing.  He quickly realized that the time he spends doing those things is wasted time that could be spent assisting other clients and building additional revenue.  Here is a quick way to see the return on investment to outsourcing to a Business Support Specialist.  In this example we will assume that you charge $50 – $75 an hour for your services.  You provide a client with one hour of support at $50; you return to the office and prepare the paperwork.  Preparing the paperwork could last thirty minutes to another hour $50-$75.  So now we have spent a total of $100 to $150 of your time on one client.  For this example we will use the hourly rate of $25 for the Business Support Specialist since that is the industry standard for my area of the world.  Also keep in mind that a Business Support Specialist is an expert in administrative functions (i.e. paperwork) and as such can process much more than the paperwork for one client visit during that one hour.  Your company’s savings is more than $75 to $125 for one hour of service (see below):

The moral of the story is that you Can’t Afford NOT to Outsource.   A Business Support Specialist is a value-add for any business that is struggling to keep up with the day-to-day tasks of doing business.  In most cases a Business Support Specialist will provide specialized pricing for specific tasks that a company needs repeatedly over a long period of time.   This is only the beginning of the benefits of having a Business Support Specialist.  They are also tax deductible, use our own equipment, software, office space, and do not require a company to pay any employee benefits such as payroll taxes, or health benefits.  Business Support Specialists become a part of your business model and your strategic goals.  They are motivated by their clients’ passions and become an extension of their clients’ mission as an American Small Business.

Surely by now your sales team knows that building a business begins and ends with relationships.  In all my years of attending classes and seminars, whether online or in person, I’ve always left the class with the overall end result being that making a sale was all about convincing the prospect that my product or service is superior and that the prospect would be making a huge mistake not buying from me.  The fact of the matter is that sometimes the prospect and my service is just not a fit.  Don’t get me wrong, in most cases there is a fit and a benefit for both parties; however, not every company that I meet with necessarily needs my services at the particular time that we meet.  It is true, however, that the time will come when they will need the services of a business support specialist (aka virtual assistant).

Recently I read an article that perfectly explained the sales method that I’ve been using for years.  My mission is the help entrepreneurs find their way in this world and find a way to get it all done for the least amount of money possible in the least amount of time possible.  The only way that I can help entrepreneurs do that is with Sincerity, Ethics, and by Asking questions without any strings.  I’m not in business just for the money.  I’m in business because I have a desire to see small businesses increase their presence in the world and see more Americans fulfill their dreams of being entrepreneurs.  I am one of those Americans with entrepreneurship in their veins – the money is a bonus.

• is the first step within my sales process.  I meet with fellow entrepreneurs to learn about their professional passions, desires, and goals.  I want to understand why they do what they do and how they got where they are.  I have no personal agenda and do not arrive to the meeting with one.  Entrepreneurs are inundated with tedious daily tasks that drive most of us crazy.  I love those types of tasks.  Call me crazy, but I love the details of business.  It takes someone taking care of the tedious, obnoxious details to get us to the end result.

• plays an enormous role in the growth of a small business.  Have you ever been on the other end of a sales deal where the sales person will not take no for an answer?  The business relationship must be a win-win opportunity for both parties or else what’s the point.  It’s for this reason that I listen intently to what the entrepreneur has to say and what his/her needs are.  It is imperative that honest be first and foremost in my sales method or else it just doesn’t work for me, thus it doesn’t work for my clients.

• questions not only provides the answers needed for a services proposal, it also allows me the chance to understand the entrepreneur’s personal involvement in the business.  How an entrepreneur answers questions about his/her business and how he/she handles a particular task speaks volumes about the entrepreneur’s focus and mission.   Asking questions may be last on my list, but it is not the least important.  Asking questions allows me the opportunity to determine what is best for my clients professional passions, desires, and goals.

As I listen to the entrepreneur walk me through their daily tasks I envision myself in their day and immediately feel the powerful influence that routine takes in the entrepreneur’s business.  Using the SEA Method has allowed me the chance to get to know my clients personally.  I have a vested interest in each and every one of my clients and each and every one of my future clients.  Making the sales is not about “making the sale” it about building relationships.

VS

Last Saturday, July 16, 2011, I promised you my notes on Google+.  After a few webinars and many hours research I’m ready to report that Google has once again exceeded my expectations.

So what exactly is Google+.  It is yet, another social media site.  In my opinion, it is what Facebook should have been all along, without all the games.  The premise of use is the same as Facebook (posting content, pictures, videos, etc. and friends responding); however, with a few tweaks to the settings via Google’s version of what privacy should be.

Privacy

• Your Google “Friends” are called Circles and as such each have their own set of privacy settings so that you can choose which circle gets to see what content.  You can even select which circle can post pictures (if any) of you.
• In regards to photos, Google+ offers photo geo-location as an added benefit to its users.  People will be able to find you based on where you have taken your posted photo.  For instance, if you have taken a picture at your home and then you post it online for your Friends to see, your “geo-location” will also post.  As another added benefit for Google+ users you can specify which of your Friends can post pictures of you.  This added feature allows users the added safety of protecting themselves from the geo-location feature.
• While we are on the security features of Google+, keep in mind that after you have setup your profile in Google+ all of your Google account information will be linked and available for review by your Friends.  Immediately following your Google+ profile setup it is important that you go to your Google dashboard (found within your Gmail account) and review and update your privacy settings.  This is especially important if you plan to use your personal account for business purposes.
• Anyone can tag anyone in Facebook.  This is not necessarily the case in Google+.  You must specify who can tag you in Google+.  This is yet another security feature.

Circles

• Remember Google’s introduction of the +1 button?  Well, this +1 button will become even more beneficial when the business portion of Google+ is launched.  Just imagine how quickly +1’ing will go viral when Google+ Business is launched.  We’ll be able to +1 content all day long.  I’m sure the +1 content will also link back to SEO.  Surely Google has thought about that piece of quality marketing.
• Circles is similar to the Friends feature in Facebook – only better.  It uses the Drag and Drop feature, and the same friend can be in multiple circles.
• Each Circle is allowed a maximum number of friends; however, that number is undetermined at this time since Google+ is still in Beta testing.  If the user chooses to import contacts from a Gmail account or other account they will be limited to 500 contacts per import into one Circle at a time.  Remember to name the Circle prior to the import.
• The feature to send a post to a specific feature is somewhat easier than that of Facebook’s group lists posts.   This is strictly in my opinion.  It just seems a little more user-friendly.

Photos

• Photos can only be viewed if they have been “shared”.  So be sure to click on the share button, and have your geo-location  privacy settings updated before sharing.
• Currently Google Android phones only has an app for Google+.  No iPhones have an app. at this point.

Hangout

• This is all the talk of Google+ and is by far the coolest feature, in my opinion.  This is Google+’s video chat feature.
• The video organizer can invite 1 to 10 participants.
• The video organizer can mute/unmute others so that he/she has total control of the meeting or presentation.
• If your video and audio equipment allows for it, then you can provide online presentation through this Google+ feature to clients or prospects.  This could lessen your travel budget significantly.  Just make sure you and your environment look presentable via video.

Sparks

• This feature will be most beneficial to businesses.  It is similar to Google Reader and can be shared with just a click of the mouse to your Google+ Stream (similar to the Facebook News Feed).  You can also share on Twitter with just a couple of clicks as well.

Chat

• This feature is similar to Facebook as well.  You can determine and set your availability, or block someone from chatting with you.
• In Google+ you can decide who can chat with you.  This is another setting in privacy.
• There is an “off record” feature that allows you to chat with someone complete off record.  This means that there is absolutely no record of the conversation, thus it cannot be printed later.  Your conversation is 100% confidential.

In my opinion, Google+ is by far the coolest social media tool yet.  Can you tell that I am just a little excited about the opportunity to connect with even more friends, colleagues, experts, clients, prospects, and all around good people.  If you can’t tell, I am a social media nerd and love every moment of it.

Over the past twenty years A+ Office Support has honed its administrative skills to the best that they possibly can be.  We specialize in supporting entrepreneurs, small business owners, and CEOs.  We have exceptional experience with those business leaders that tend to speak in code, prefer not to repeat instructions, or believe that limited instructions are necessary.  We have this unique ability to finish the sentences of business owners or CEOs.  We have been in the business industry long enough to know what is expected of entrepreneurs and CEOs.  We take pride in staying two steps ahead of our clients in understanding and knowing what’s coming next and what is needed next.  Our specialties are knowing that you need something before you know you need it, and understanding and visualizing the big picture of business.

Many times an entrepreneur will have a revelation in the mid-morning hours of a money-making product or service and we just need to get it to fruition.  But as entrepreneurs we do not always realize how many administrative tasks may be necessary to get a new product or service off the ground.  While we, as entrepreneurs are passionate about our new vision we do not always think about all the details that go into planning and development.  For those small business owners with limited resources, launching a new product or service is even more complex and time consuming.  That is where A+ Office Support comes into the picture.

We are here for all those tedious tasks that seem to eat up an entrepreneur’s time.  Tasks such as:

-        Researching the competition

-        Performing market research

-        Developing email campaign

-        Developing the marketing list

-        Assembling marketing materials

-        Developing marketing materials

-        Developing newsletter campaign

-        Developing and maintaining social media marketing campaign

-        Locating ideal marketing materials, graphics, color schemes, etc.

This is a brief summary of an ever-growing list of numerous avenues where A+ Office Support and our Business Support Specialists can help small business owners, entrepreneurs, and CEOs tackle their next product or service.

There are so many tedious details that follow each and every business idea and many times we just do not realize, as entrepreneurs that time does not allow for us to do it all, and how many times we need the extra help of a Business Support Specialist.  Their support is a hot commodity for any serious business leader.  More businesses have gone lean and for that reason I offer you the opportunity to tap into the A+ Office Support experience and feel the excitement of an organization that enjoys rolling up its sleeves and diving in to help grow your business and learning it inside and out.

For all of my adult life I have suffered from severe migraines.  As I have become much older, and wiser, I now have them every day until April 14, 2011.  What happened on that particular day changed my life.  For the first time I had a professional migraine massage and it was heaven.  A migraine can be triggered by many things and sufferers know their triggers.

-        Stress

-        Fatigue

-        Hormones

-        Odors/Allergies

-        Change in diet

-        Change in sleep patterns

For me, stress is my biggest trigger.  I hold my clients’ work close to my heart and do my best to provide excellent results.  Although this is a wonderful business aspect for my clients it takes a toll on me and my health.  I also stress about the health and well being of my family, as all mothers do.  I do not know any other way to approach life.  It is the way I am wired.

Speaking of triggers; the body has its release triggers as well and professional massage therapists know what and where those triggers are in the body.  In my particular situation I had been working on a social media marketing campaign for a client while also finishing an essay for one of my college courses and became exceptionally stressed.  This stress began to build as tension throughout my shoulders and neck and resulted in one of the worst migraines I had ever had, so off to see Sharon I went.

I can always count on Sharon, my professional massage therapist, to help me take care of myself and give me pointers on how to destress.  For those of you that do not get a massage on a regular basis, you are missing out.  I will admit that I am one of those people, but after April 14, I now understand the importance of taking the time to use massage in my health care regime.  Professional massage reduces inflamed vessels, muscles, and nerves; breaks the pain cycle; improves blood flow; reduces stress; lowers blood pressure; and improves sleep.  These are just a few of the benefits of massage.  Study’s show that those who received weekly massage experience:

-        Fewer migraines

-        Reduced stress and anxiety

-        Better sleep

-        Slower heart rate

-        Lower levels of Cortisol (the stress hormone)

-        Increased serotonin levels

As with anything new, keep in mind that you should consider starting slowly and ask your massage therapist to begin with light or moderate pressure and work your way up to a pressure that is comfortable and beneficial for your issue.  As you become comfortable you will be more relaxed and feel the stress melt away and quickly begin to notice a difference.  The American Message Therapy Association states, “In a recent study, massage therapy recipients exhibited fewer migraines and better sleep quality during the weeks they received massage, and the three weeks following, than did participants that did not receive massage therapy. Another study found that in adults with migraine headaches massage therapy decreased the occurrence of headaches, sleep disturbances and distress symptoms. It also increased serotonin levels, believed to play an important role in the regulation of mood, sleep and appetite.”

For those of you still skeptical about massage I urge you to give Sharon a visit at Urban Trend Salon in Waxahachie, Texas.  She takes the time to consult with you prior to your massages and communicates with you throughout your massage to ensure that you have the most therapeutic experience.  You will not be disappointed.

March 30
To Delegate or Not to Delegate?

The percentage of people never having enough time to do all they need to do continues to rise. J Walker Smith provided some statistics on these percentages, in 2001, it was 73%; in 2002, it was 75%; in 2003, 76%; and in 2004, 77%. We see the pattern. What do you think the percentage is now? There is a way to add more hours to your day. Currently we manage our time by multi-tasking almost every aspect of our lives. Technology advances try to help us keep up. Still there is only so much a human being can do in a day. Delegation seems to be another answer to adding more time in the day. Small business owners that use technology and delegation of certain tasks have found a way to accomplish more in their day.

Delegating to the right person (or people) makes all the difference and provides an extension of one’s self. As a small business owner imagine being two-person strong. Delegation also adds a savings to a business’s bottom line. By locally outsourcing the tasks that need to be delegated offers businesses benefits beyond additional time in the day. For instance, on average entrepreneurs spend 20 percent of their day on administrative tasks. Those administrative tasks are weeding through and filing emails, updating calendars with emailed for telephoned appointments, making travel arrangements, preparing expense reports, social media marketing campaigns, email campaigns, and other time consuming business responsibilities. That 20 (or more) percent should be spent on doing what the entrepreneur does best – their specialty.

Delegation is critical for businesses to survive in this competitive world. Entrepreneurs should take advantage of the skills provided my administrative experts. Here are a few delegating steps to get you started:

1. Create a list of uncompleted tasks/projects. Group this list into priorities and completion dates.

2. Assess what skills are necessary to assist with task/project completion.

3. Determine who the task/project will be delegated to. Be sure to delegate the task/project to someone with the expertise to get it done right.

4. Communicate clearly orally and verbally on what you want done. Be sure to give details.

5. Provide feedback on a job well done.

These few steps should get you going. If you are not sure what to delegate then contact a local administrative support company to help. Delegation is a win win opportunity for both parties. The entrepreneur wins by having eased work pressure, and increased time for primary responsibilities. The person to whom the task was delegated benefits by being challenged, motivated, interested, and increased opportunity to professionally grow and develop the relationship further. Remember that communication between both parties is the key to effective delegation.

del.icio.us Tags: Delegate Delegation time management

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March 24
Executive Assistant to Virtual Assistant: How May We Help You?

Executive Virtual Assistants offer executives so much more than an in-house administrative assistant. We have been there and done that more times than we can count. We love working with CEOs. As a matter of fact, CEOs with unique personalities are our specialty. Entrepreneurial Virtual Assistants understand the demands of the C-level executives ever more so.

Can an Executive Assistant really transform into entrepreneurship as a Virtual Assistant? Absolutely! Virtual Assistants that have Executive Assistant experience have experienced the in’s and out’s of an Executive’s office and also understand the challenges and demands of growing a business. For just those two reasons an Executive Virtual Assistant offers specialties that other assistants do not. Executive Virtual Assistants are seasoned professionals that offer a myriad of support services such as time management, calendar management, personal assistance, and a sounding board for ideas. We communicate with the utmost confidentiality and offer expertise in researching the competition. Just imagine having an extra right (or left) hand. Any executive that does not take advantage of the expertise provided by these fellow entrepreneurs is missing out on an opportunity to grow as an individual and grow their business.

How May We Help YOU?

del.icio.us Tags: CEOs CEO’s Virtual Assistant Executive Assistant Entrepreneurial Virtual Assistant

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March 22
How to Task a Task List

Any administrative support partner needs an ongoing “todo” list (aka. Task List).  Administrative experts were many hats and usually do the work of at least two people.  We are masters of our craft.  In order to be master assistants we must be highly organized and miracle workers.  There are many tools that we use to keep our boss and ourselves sane.  My most valuable tool is my “Task List”.

Categorizing

I use Excel as the program of choice for my list organization. I keep the spreadsheet open all day and add to it throughout the day. It has several columns each designated for priority level, task/project detail, who initiated task, assignment date, task due date, task completion date, and any notes that help me stay informed of my progress, questions I may have, or follow up requirements. I assign a priority level to each task/project ranging from 1 to 3, with 1 being the highest level.  A level 1 is written in red text and has a deadline within 24 hours. The red text gets bolded as well so that it jumps out at me each day. A priority level of 2 has a deadline of 48 to 72 hours, and a level 3 is anything with a deadline more than 72 hours.  Keep in mind that these hours are during Monday through Friday.  If it is Friday and the deadline is the next Monday then at the end of the day on Friday the task becomes a level 1 so that I’m ready for Monday morning.

Completion

I highlight the open tasks in yellow and un-highlight the tasks when they are completed.  On any level 1 task I also remove the red text.  After the task is completed and un-lighted I hide the row.  By hiding the row only the open tasks are displayed and a record is kept in the case that I need to refer back and determine when a particular task was completed.

Why Not Outlook

I do not use the Outlook task manager because it is bothersome to keep track of all those reminders popping up. It never failed, every time I was concentrating on completing a task a reminder window would pop up and interrupt what I was doing.  That interruption would cause me to lose concentration and then it would be 20 minutes or more to get back on task.  The Excel spreadsheet method allows me total control of my progress with no annoying popups.

This is my method in a nutshell.  What’s your method?
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March 12
How to Stay 2 Steps Ahead of Your Client

As executive virtual assistants it is necessary to look ahead of our clients.  Of course there is an initial time of getting to know one another and the working style of each other.  Immediately we should look outside the box for other opportunities to keep our clients ahead of themselves.  Our clients hired us for many reasons, one of which is allowing them more time to grow their business.  Every second that we can save them will only strengthen our relationship and show our clients that we care about their business.

Each virtual assistant has their own way of doing things, but it’s those few extra steps that denote the experts apart from the novices.  For example, if one of your tasks is to check the client’s voicemail, then you should be armed with all the tools you need to deliver accurate and complete messages to the client.  Some virtual assistants may be contracted to only check voicemail and send an email listing the message details.  However, if a virtual assistant retrieves a voicemail that simply requests general information such as a client’s fax number, email address, mailing address, or website address, why not return the call for the client and provide the customer with that appropriate information (and subsequently notify your client of doing such).  By taking the one extra step you strengthen the relationship between you and your client and may even find another client along the way.

A current client of mine has a calendar that changes by the minute.  If he is traveling then I look ahead to his return date and remind him of appointments that are rapidly approaching.  This reminder has been as simple as sending a quick text message, and at other times it requires a phone call to the client.  I also call ahead to confirm business meetings.  I ensure that all parties are still available and that they have all necessary information for the meeting such as location, duration, and reason for the meeting.  Some virtual assistants are tasked with only adding items to their client’s calendars.  If this is the case, try suggesting appointment follow ups as an added benefit.

Put yourself in your client’s shoes.  What would happen if you missed an appointment or important phone call?  Limiting surprises and keeping our clients informed keeps our clients ahead of the game which keeps us ahead of them and the competition.  Happy clients talk about their virtual assistants.  This comes in handy when you’re courting a prospect.  Ask that happy client for a testimonial.  Nine times out of ten they will be pleased to provide one.
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March 09
No Pajamas Please

We’ve all read the ads…”Make Money Working in Your Pajamas”.  Can you really work in your pajamas?  I’m sure there are some home office entrepreneurs who work in their pajamas, but I believe there are more of us that do not.  I decided to put it to the test myself.

For one month I tried working in my pajamas.  For the next month I worked in what I call my “working clothes”.  My working clothes consist of what professional casual dress is today.  I don’t mean a suit of any sorts.  I’m referring to dress slacks, a blouse, and simple shoes (no heels here).  I did not include any accessories such as belts or jewelry since those items can be added in minutes.  Each month I kept a daily diary of how productive I was during the experiment.

The first thing I notice was the difference between start times during the week.  When I wore pajamas I didn’t start working until about 9:00 a.m. and then I was behind when it came time to begin assignments for the day.  This process seemed to continue off and on throughout the day.  When I dressed in my working clothes I began work earlier by more than an hour.  This extra time allowed me to have all emails ready and follow up tasks scheduled.  I was able to get updated on the most recent LinkedIn and Twitter posts and ready to begin my first assignment by 8:00 a.m.

One other issue that drove me crazy was that I had a harder time staying focused when I was in my pajamas.  The working clothes put me in the working frame of mind while the pajamas put me in the relaxing frame of mind.  I found that I had a tendency to divert from the task at hand.  While dressed in pajamas my mind would wonder about things that had no bearing on my business.  My working clothes kept me “working” on business.

Both of these issues caused an enormous loss of time.  Time is something that all business owners need more of.  In my opinion the loss of time is worse than never having the time to begin with.  A loss of time that is the result of clothing is ridiculous and unacceptable.  I challenge you to do the same experiment and see how the results affect your business and bottom line.  Get up.  Get dressed for business. And don’t waste time.  Do what is right for your business, especially when no one is watching.

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